RFP 25-4-002-1 DOC SMARA-4 Project

The California Department of Technology (CDT), through its Office of Statewide Technology Procurement (OSTP), is seeking a comprehensive Software-as-a-Service (SaaS) solution for the Department of Conservation's Division of Mine Reclamation, known as the SMARA-4 Project. The procurement aims to replace four legacy systems with an integrated platform supporting case management, workflow management, entity management, document management, and external stakeholder portals for mine operators and lead agencies. The project requires a solution addressing statutory requirements under Public Resources Code sections 2207 and 1103.4, with mandatory functional and non-functional requirements spanning case management, entity data management, external portals, public website functionality, file management, and reporting capabilities. Bidders must submit a final proposal by January 20, 2026, at 10:00 AM PST, with mandatory OSTP eVAQ approval. The evaluation will allocate 50% of points to non-cost factors (qualifications, solution requirements, and demonstrations) and 50% to cost, with a maximum of 12,000 points available. Demonstrations for compliant bidders will occur between February 17 and March 10, 2026, with contract award notification expected by April 22, 2026.

The procurement includes optional socioeconomic program benefits, including a Small Business Preference (5%), Disabled Veteran Business Enterprise (DVBE) Incentive, and Target Area Contract Preference Act (TACPA) benefits. Bidders must meet specific qualifications, including three years of relevant experience with government projects involving license/permit management systems, regulation administration, and complex IT implementations. The contract term is three years, starting approximately April 15, 2026, with potential extensions for a maximum nine-year term. The budgeted amount for Year 1 is $350,000, covering subscription, implementation, non-recurring fees, and licensing costs. The State will withhold 10% of each invoiced payment during implementation, with funds released after final delivery and acceptance of the SaaS solution. Ongoing licensing costs will be paid quarterly in advance, and maintenance/operations costs will be paid quarterly in arrears. The solution must support up to 50 internal Department of Conservation users and 1,000 external users, with critical software requiring verification periods ranging from one to six months based on implementation costs.